Event Planning

Welcome to the Cascade Chamber of Commerce Event Planning Guide!

We are here to help streamline the process of getting together groups of people from your clubs, families, churches, offices, corporations, weddings, retreats and much more…any reason you’d like to come to the mountains located just two hours north of Boise, a place you can enjoy the great outdoors is a good reason.

Unique Offerings:

• A beautiful setting surrounded by mountains, lakes, forests and rivers and natural hot-springs
• 500+ overnight accommodations
• Restaurants, bars and caterers for your food prep needs.
• Facilities to accommodate both large and small groups alike.
• A Grocery store, food marts, hardware store, sports and marina rental store and a Dollar Store to handle for last minute hot dog cookouts or s’mores.
• Event/meeting room venues to rent with catering available.
• A movie theater 
• Family friendly environment

30-90 Days Out

1. Contact the Cascade Chamber for more information
2. Apply for the Valley County Mass Gather permit if applicable
3. Reserve your meeting or event location
4. Reserve lodging accommodations
5. Contact sponsors and get their logos for your flyers and for your social media
6. Contact vendors/caterers if you plan on decorations, flowers, rented equipment,
   caterers, photographers etc. We have people to help with most of this (see
   vendors/meeting venues)
7. Send out invitations/announcements, email, social media…

45 Days Out

Once you have made the above arrangements:

1. Contact media about event if desired – Star News, Social Media etc….
2. Send information to info@cascadechamber.com so we can add the event to our
   calendar, website, and social media.
3. Have posters or flyers made for the event – send one to us also so we can post
   it.
4. Contact vendors if you plan to provide spaces for them at the event.
5. Have directional signs made for the event.
6. Send out announcements, email, social media…
7. Draft a timeline, finalize budget and hold the first walk through.
8. Ticket sales for your event need to start now.

30 Days Out

Once you have made the above arrangements:

1. Place newspaper ads, follow up with media, social media, radio ads etc..
2. Contact VIP’s, celebrities, participants, and confirm their participation.
3. Give estimate of guests to caterer/restaurant or other food service provider.
4. Assign seating, set head table and speakers platform is necessary.
5. Confirm transportation if individuals are not responsible for their own.
6. Confirm lodging accommodations.
7. Re-confirm venue.
8. Confirm security and parking.
9. Confirm deliveries and equipment rentals, decorations, etc.

One Week Out

Once you have made the above arrangements:

1. Meet with committees if this applies.
2. Do phone or email follow ups
3. Do final walk through with volunteers to bring them up to speed.
4. Rented equipment, decoration, catered events, photographers, confirm timelines.
5. Follow up with media
6. Distribute additional flyers
7. Make arrangements for rehearsal if needed.
8. Have checks ready for payment the day of the event.

Day of Event

1. Arrive early
2. Set up, and make sure nothing is missing. Have someone you can call in Boise
   in case something was left behind.
3. Check sound/lighting equipment to insure everything is working properly.
4. Hold final walk through
5. HAVE FUN!